We all have those days when finding the right words can be a bit challenging.
Responding to emails can sometimes feel like a tough task, especially when you’re not sure how to approach it.
Here are a few situations and some suggestions on how to handle them.
When you need to postpone a meeting due to being overwhelmed:
Let’s plan for a meeting in a couple of weeks. I have a number of prior commitments. Please share some dates and times that work for you. Looking forward to connecting then.
(Ensure your response is assertive yet positive, without the need for apologies or a defensive tone.)
When you sense someone is asking for more of your time during a busy schedule:
I’d be happy to discuss this with you. Let’s schedule a 20-minute conversation to talk about the next steps.
(Clearly communicate the amount of time you can allocate. Make it clear that your time is valuable and not limitless.)
When you’re requested to provide a service for free:
My hourly rate is $X, and I have availability on (date). Would you like to proceed and book a slot?
(Your time is valuable. Avoid providing services for free unless it’s for a deserving cause. If you’re open to offering a discount, mention it without apologies for your rates.)
Tips for managing emails when you’re unavailable:
Consider having someone check your emails when you’re out all day meeting clients and attending meetings. The idea of returning home late after a busy day, only to open your laptop and start responding to emails at 8:00 PM, is not ideal.
Invest in a Virtual Assistant who can monitor your emails throughout the day, respond on your behalf, and handle new inquiries.
Knowing that your Virtual Assistant will notify you via text if anything urgent arises in your emails is a relief. This way, you can come home, relax, and check your emails in the morning.